Onboarding Specialist

If you are looking to make an impact on a meaningful scale, come join us as we embrace the Power of One!
 

We strive to be an employer of choice and establish a reputation for being a talent rich organization where Associates can grow their career caring for others. For over a century, we’ve served the health care needs of the people of Memphis and the Mid-South.
 

The Onboarding Specialist is responsible for coordinating and facilitating the pre-boarding process by guiding and supporting candidates from job offer acceptance through the new hire's first day of employment. Provides administrative support and coordination to candidates throughout the hiring process. Collaborate with Talent Acquisition team, hiring managers, and incoming associates to ensure that the pre-boarding process is efficient and engaging. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

 

Working at MLH means carrying the mission forward of caring for our community and impacting the lives of patients in every way through compassion, a deliberate focus on service expectations and a consistent thriving for excellence.

A Brief Overview
The Onboarding Specialist is responsible for coordinating and facilitating the pre-boarding process by guiding and supporting candidates from job offer acceptance through the new hire's first day of employment. Provides administrative support and coordination to candidates throughout the hiring process. Collaborate with Talent Acquisition team, hiring managers, and incoming associates to ensure that the pre-boarding process is efficient and engaging. Models appropriate behavior as exemplified in MLH Mission, Vision and Values.

What you will do

• Lead end-to-end onboarding processes for high-volume hiring across diverse job families, ensuring compliance, accuracy, and a consistent candidate experience.
• Maintain Onboarding Tracker Daily. Daily completion of internal department tracker that provides an overview of the progress of each new hire in the onboarding process. Supply updates of the status of documentation collection, pre-employment scheduling, and completion of all required new hire paperwork to ensure onboarding readiness and compliance
• Manages pre-employment documentation by collecting, verifying, and uploading required forms—including offer letters, agreements, certifications/licensures, I-9s, and policy acknowledgements—to ensure accuracy, compliance, and timely completion.
• Completes I-9 verification and E-Verify cases through both virtual and in-person methods, ensuring compliance with USCIS identity verification policies and procedures. Troubleshoots access issues and documentation errors to support timely and accurate case resolution.
• Ensures all onboarding activities align with legal requirements, company policy, and industry best practices.
• Collects and evaluates the effectiveness of the onboarding process by collecting feedback and identifying opportunities for continuous improvement.
• Prepares identification badges for new associates prior to orientation, ensuring accuracy and timely distribution to support a smooth onboarding experience.
• Attends orientation registration to check in new associates, collect outstanding I-9 documentation, and troubleshoot access or system issues to ensure onboarding compliance and readiness.
• Performs administrative, scheduling, and support functions throughout the pre-employment process, including monitoring, collecting, and uploading all required onboarding documentation to ensure accuracy, compliance, and timely completion.
• Collaborate cross-functionally with HRIS, Talent Acquisition, IT, and hiring managers to streamline onboarding logistics, system access, and orientation planning.
• Maintains proactive and clear communication with new hires from offer acceptance through hire date, ensuring they receive all required documentation and guidance to complete pre-employment tasks. Serves as a consistent point of contact, addressing questions and concerns to support a smooth and informed transition into their role at MLH.
• Performs other job functions as assigned or requested.

Education/Formal Training Requirements

• Required - High School Diploma or Equivalent
• Preferred - Associates Degree Business Administration
• Preferred - Associates Degree Human Resources

Work Experience Requirements

• Preferred - Clerical in an employement, human resources or recruitment setting 1-3 years

Knowledge, Skills and Abilities

• Demonstrate ability to exercise poise, tact and act as an enthusiastic advocate for the organization
• Understands and role models exceptional customer service
• This role requires a high level of attention to detail, as accuracy and precision are critical to maintaining operational integrity. A lack of attention to detail can result in errors that pose significant risks to the company, including financial loss, compliance violations, and reputational damage. Onboarding Specialists must demonstrate a commitment to thoroughness and quality in all aspects of their work.
• Proficient skills in Microsoft Office applications, specifically Word, Excel and Outlook. Proficient skills in WorkDay.
• Ability to main a high degree of confidentiality
• Efficient and organized. Able to prioritize to meet deadlines and handle multiple tasks at once.
• Strong customer service, collaboration, and engagement skills. Able to work successfully and professionally with all levels.
• Attention to detail and compliant with processes/legal requirements. Must be able to read and comprehend information on various documents, such as background reports, educational transcripts, certifications and other credentials.
• Strong interpersonal and communication skills, including active listening.
• Self-Starter. Results driven who can work with limited guidance.
• Ability to troubleshoot, identify improvements, and make simple decisions independently.

Supervision Provided by this Position

• There are no supervisory or lead responsibilities assigned to this job.

Physical Demands

• The physical activities of this position may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.
• Must have good balance and coordination.
• The physical requirements of this position are: light work - exerting up to 25 lbs. of force occasionally and/or up to 10 lbs. of force frequently.
• The Associate is required to have close visual acuity to perform an activity, such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; or extensive reading.
• The conditions to which the Associate will be subject in this position: The Associate is not substantially exposed to adverse environmental conditions; job functions are typically performed under conditions such as those found in general office or administrative work.

Our Associates are passionate about what they do, the service they provide and the patients they serve. We value family, team and a Power of One culture that requires commitment to the highest standards of care and unity.

Boasting one of the South's largest medical centers, Memphis blends a friendly community, a thriving and growing downtown, and a low cost of living. We see each day as a new opportunity to make a difference in the lives of the people in our community.